Purchase requisition review

Purpose

Check each purchase requisition against procurement policy and the available financial evidence before a person decides its route. Detect missing business justification, invalid supplier or contract references, insufficient budget, threshold breaches, duplicate requests, and split purchases that may change approval level.

Scope

Review requisition header and line-item fields, cost centre or project, budget ledger, supplier master, contract register, purchase-order history, policy thresholds, category rules, and approval matrix. Preserve line-level quantities, unit prices, currency, requested date, delivery location, and justification.

Excluded: approving or rejecting a request, selecting a supplier, placing an order, changing budget records, and inferring policy exceptions.

Data basis

• Requisition table: requisition_id, requester, date, supplier, category, description, quantity, unit_price, currency, tax, total, cost_centre, project, required_by, contract_id, and justification.
• Budget ledger by cost centre or project, supplier and contract register, prior requisitions, and policy documents.
• Approval matrix, category thresholds, preferred-supplier list, and split-purchase rule.

Result

Write a review sheet with one row per requisition and line-level exception fields: completeness, total calculation, budget status, supplier status, contract coverage, threshold band, duplicate key, required approver, finding, and citation. Add a memo of clarification questions and policy observations.

Quality criteria

• Line totals reconcile to quantity multiplied by unit price under the stated tax and rounding rule.
• Currency and budget period are explicit before availability is assessed.
• Required fields and approval routes follow the policy and matrix in scope.
• Similar requisitions are grouped only when supplier, category, period, and purpose support the match.
• Every exception cites a requisition row, policy clause, ledger row, or contract field.

Instructions

Validate arithmetic before evaluating approval thresholds. Use the policy's gross, net, tax, currency, and aggregation rules; never compare a foreign-currency line with a budget balance without an approved conversion basis. Treat missing budget data as not assessable, not unavailable. Check contract coverage by contract_id and effective dates, then flag a supplier-name-only match as unverified. Apply the split-purchase rule to related requests in its stated time window. Keep clarification questions specific to the missing field or conflicting evidence.

Adapt before use

• Map requisition, budget, supplier, contract, and purchase-order columns.
• Add procurement policy, approval matrix, category thresholds, and split-purchase window.
• Define tax, rounding, currency, budget-period, and contract-validity rules.
• Specify the required output labels for pass, clarification, escalation, and not assessable.